Overview. Table of Contents. Telephone... 1 State of Kansas Voice Mail System CISCO Unity 3 Quick Reference... 7

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2 Overview This document introduces the State of Kansas Telephone and Voic Systems and gives instructions for the most commonly used features. Table of Contents Telephone... 1 State of Kansas Voice Mail System CISCO Unity 3 Quick Reference... 7

3 Telephone Calls to another State Employee / Agency To call someone from your work phone that is also a State of Kansas employee, dial the last five digits of the phone number (prefix plus their four-digit phone number). Phone Number 291-XXXX 296-XXXX 368-XXXX Dial 1-XXXX 6-XXXX 8-XXXX Local Outside Calls To make a local outside phone call, you press 9 plus the 7-digit phone number (example: ). NOTE: There is a fee every time Information is called for local and long distance phone numbers. Please check the Phone Book first! Business Long Distance Calls This feature gives access to the special long distance lines for the State of Kansas. PERSONAL LONG DISTANCE CALLS MAY NOT BE MADE ON THE STATE PHONE LINES. Result 1. Pick up receiver, at dial tone Dial tone press #8 2. Dial area code then number do not dial 1. Personal Long Distance Calls Personal long distance calls may not be made on the state phone lines. The following are options to placing long distance calls during work hours. Option 1. Use your personal long distance calling card and follow the instructions on how it is accessed. Remember to dial 9 to get an outside line. 2. Dial 9-0-area code and number and an operator will come on the line and ask how you want the call charged. Either collect or billed to your home phone. 3. If for some reason a personal call does get charged to your work phone number, it is to be reported to the Accounting Unit ( ) and when the bill arrives, you will be notified of the charge. Page 1 Continued on next page

4 Telephone (continued) KANS-AN Calling Cards The instructions below should be followed to use touch-tone access to the KANS-AN system. These instructions are also printed on the KANS-AN calling card. 1. Dial listen for the prompt 2. Dial the 14-digit authorization code. This is the number on the card. 3. Dial the 10-digit number you wish to call (do not dial 0 or 1 before dialing area code) Other Phone Features Below are the more commonly used phone features. Dial 9 Outside Local Line #8 Long Distance Line Flash Transferring a Call Flash then press Flash again Gets a caller back from a non-connected transfer Flash then press Flash again 3-Way Conference Call Hold Puts caller on Hold #12 Call Pick-Up (for your unit) #14 then dial the number Forwards all your calls to the number entered after the #14 code #15 Cancels Call Forward Page 2

5 State of Kansas Voice Mail System CISCO Unity Introduction If this is the first time accessing the Voice Mail System, all shaded instructions need to be completed. All phones have a message indicator that displays when new messages have been received. Accessing the voic box 1. Dial the State of Kansas Voic System Internally (your office phone): or #41 Externally: then press * and your mailbox number (5-digit phone number) followed by # 2. Enter your PIN (if first time enrollment, default PIN is ) Voice Mail Setup: Record name, greeting and create new PIN. 2. Listen to the instructions to record your name, your greeting and create a new PIN (minimum 4 digits) 3. After you have finished the setup steps, just hang up. No specific key entry is required to exit. Quick Access from your Office Phone 1. Dial or #41 from your office phone 2. Enter your PIN followed by # Access outside the Office 1. Dial As soon as the voice mail narrator speaks, press * 3. Enter your 5-digit phone extension followed by # 4. Enter your PIN followed by # Continued on next page Page 3

6 Voice Mail System (continued) Change Personal Greeting This feature is what callers will hear when they first get your voice mail. To change it: 2. Press 4 1 to change your greeting 3. After Unity plays your current greeting (if you do not want to listen to the greeting, press # to skip it), press 1 to rerecord it. Change your Name This feature will leave your name imprint when a call is placed to another person with access to the voice mail system. To change it: 2. Press to change your name 3. Say your name, then press # 4. To save it, press * Retrieve Messages 2. Interact with the message(s). The features are below: Press 5 Listen to messages 3 Erase the message 7 Save the message Result 3. Hang up to exit voice mail Reply to a Message 2. Press 5 to listen to messages 3. Press 17 at any point to reply to the message while listening 4. Record your reply, followed by # 5. Press # to send the reply Page 4

7 Voice Mail System (continued) Leaving Messages Directly in the Voic Box To record a message directly into a person s voice mailbox. This could be used when it is not required that you speak directly to the person. 2. Press 6 3. Record a message, followed by # 4. Enter the extension (5-digit phone number), followed by # 5. To add an extension, press Press # to send the message Page 5

8 Voice Mail System - Quick Reference Introduction This table is a quick list of the most commonly used functions both on the phone system and on voic . Quick Reference List Phone System Dial 9 Outside Local Line #8 Long Distance Line Flash Transferring a Call Flash + Flash Gets a caller back from a non-connected transfer Hold Puts caller on Hold #12 Call Pick-Up (for your unit) #14 + number Forwards all your calls to the number entered after the #14 code #15 Cancels Call Forward Voice Mail Most Commonly Used Dial During/after a message: 3 Erase message 5 Listen to next message 7 Save message 13 Forward a message 17 Reply to a message Main Menu: 3 Review old messages 4 Change setup options 4 1 Change greetings Change your PIN 4 4 Change transfer settings Turn alternate greeting on/off Change message notification 6 Send a message 0 Help Page 7

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